Oregon Department of Education Summer Food Service Program Planning your Summer Food Service Program Staffing Welcome to the Planning your Summer Food Service Program – Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition Programs Oregon Department of Education Summer Food Service Program

Objectives Determine the number of staff members needed to effectively run the program Staff responsibilities Dictated by the size and type of sponsor Part-time employment Recordkeeping No less than one monitor for every 15 to 20 sites in urban areas Sponsor must provide adequate personnel In this training, we will review information on: • determining the number of staff members needed to effectively run the program; and • staff members’ responsibilities. The size and type of a sponsor's SFSP will dictate many of the sponsor's staffing needs. Depending on a sponsor's program, many positions will require only part-time employment, particularly in the planning and close-out phases. The need for recordkeeping personnel varies according to the size of the program. To meet program monitoring requirements, USDA recommends no less than one monitor for every 15 to 20 sites in urban areas. The number of monitors necessary for rural sites may increase depending upon the geographic area to be covered. Also, varied opening and closing dates of individual site operations affect staffing needs. In every case, however, the sponsor must provide adequate personnel for overall program management and monitoring. The following slides provide examples of duties and responsibilities by position.

Duties Director Provide overall management and supervise the SFSP Select sites Submit applications/agreements to ODE CNP Correspond with ODE CNP Coordinate with other agencies and conduct outreach efforts Hire, train, and supervise staff Arrange for food preparation or delivery Ensure that all monitoring requirements are met Adjust meal orders Submit claims Ensure civil rights compliance Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals Director's Responsibilities Provide overall management and supervise the SFSP Select sites Submit applications/agreements to ODE CNP Correspond with ODE CNP Coordinate with other agencies and conduct outreach efforts Hire, train, and supervise staff Arrange for food preparation or delivery Ensure that all monitoring requirements are met Adjust meal orders Submit claims Ensure civil rights compliance Handle all agreements and contracts, bidding, and negotiations with vendors for purchased meals

Duties Assistant Director Provide initial and ongoing training for sponsor and site personnel Design forms for recordkeeping purposes Maintain liaison with vendor to adjust meal delivery Double check claims Maintain time and attendance records of staff Maintain records on number of meals served Assistant Director's Responsibilities Provide initial and ongoing training for sponsor and site personnel Design forms for recordkeeping purposes Maintain liaison with vendor to adjust meal delivery Double check claims Maintain time and attendance records of staff Maintain records on number of meals served

Duties Area Supervisor Schedule monitors' visits Check monitors' reports Prepare weekly summaries of monitoring efforts Provide ongoing training for monitors Visit sites with monitors Determine need for and following through on corrective action Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered Oversee several monitors Report site problems to the Director or Assistant Director Area Supervisor's Responsibilities Schedule monitors' visits Check monitors' reports Prepare weekly summaries of monitoring efforts Provide ongoing training for monitors Visit sites with monitors Determine need for and following through on corrective action Review the meal counts submitted by sites for unusual meal count patterns, e.g., first meals always or usually equals meals delivered Oversee several monitors Report site problems to the Director or Assistant Director

Duties Bookkeeper Maintain records on the following: Prepare claims Daily site reports, invoices, and bills Food costs Labor costs Administrative costs Other costs Program income Prepare claims Prepare payroll Purchase office supplies Bookkeeper's Responsibilities Maintain records on the following: Daily site reports, invoices, and bills Food costs Labor costs Administrative costs Other costs Program income Prepare claims Prepare payroll Purchase office supplies

Duties Monitor Check on-site operations to ensure that site personnel maintain records Ensure the program operates in accordance with the requirements Visit all sites within the first week of food service operations Review food service operations of all sites within the first four weeks of operation Prepare reports of visits and reviews Report unresolved or critical issues to the director Revisit sites as necessary Suggest corrective actions for problems encountered Ensure that sites take corrective actions Conduct on-site training as necessary Monitors are critical to the successful operation of your SFSP sites. They are the “eyes and ears,” providing valuable feedback about how the sites are operating by visiting sites on a regular basis and observing meal services. Monitor's Responsibilities Check on-site operations to ensure that site personnel maintain records Ensure the program operates in accordance with the requirements Visit all sites within the first week of food service operations Review food service operations of all sites within the first four weeks of operation Prepare reports of visits and reviews Report unresolved or critical issues to the director Revisit sites as necessary Suggest corrective actions for problems encountered Ensure that sites take corrective actions Conduct on-site training as necessary The monitor visits sites on a regular basis and observes meal service operations. At a minimum, one monitor is needed for every 15 to 20 sites. For more information on site visits and reviews please complete the Administering the Summer Food Service Program – Monitoring training.

Duties Site Supervisor Serve meals Clean up after meals Ensure safe and sanitary conditions at the site Ensure the safety of food, and comply with local health and safety standards Receive and account for delivered meals Ensure that children eat all meals on-site Plan and organize daily site activities Implement alternate food service arrangements during inclement weather Take accurate meal counts at point of service Site Supervisor's Responsibilities Serve meals Clean up after meals Ensure safe and sanitary conditions at the site Ensure the safety of food, and comply with local health and safety standards Receive and account for delivered meals Ensure that children eat all meals on-site Plan and organize daily site activities Implement alternate food service arrangements during inclement weather Take accurate meal counts at point of service

Questions? If you have any questions please contact ODE CNP at 503-947-5894.

In accordance with Federal civil rights law and U. S In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov This institution is an equal opportunity provider. Thank you for participating in the Planning the Program – Staffing training for Summer Food Service Program hosted by Oregon Department of Education Child Nutrition Programs Thank you for everything you do to fuel Oregon’s future!